How to adjust an invoice in Accounts Payable 7

Invoices can be adjusted if an invoice was entered with the incorrect amount, dates, General Ledger distribution, etc. There are different resolution scenarios depending on if the invoice has been posted, paid, or both where an invoice can be posted in Accounts Payable 7. Refer to the appropriate fix listed below to resolve your issue.

- How to edit an invoice- Change invoice distribution

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Note: Do not attempt to adjust an invoice while checks are being printed. Printing checks is an exclusive process.

If the invoice is unpaid and not yet posted:

In Records, Invoices, open the invoice record.

Select the Invoice tab and verify the Status is Pending.Note: If the status is Approved, change it to Pending and click Save.

Make the appropriate changes and save the invoice.

If the invoice is unpaid and posted:

In Records, Invoices, open the invoice record.

Select the Invoice tab and verify the Status is Pending.Note: If the status is Approved, change it to Pending and click save.

Click Invoice, New Adjustment from the menu bar.

Enter the Adjustment date, New transaction amount (this can be the same), Adjustment post date, Reason and any applicable Notes.

Select the New Distribution tab and update the distribution if appropriate.

Click OK.

Save and close the invoice.Note: Four adjusting transactions are created: two reversing the original entries and two posting the adjusted entries.

If the invoice is paid and not yet posted, select one of the following two options:

To adjust invoice without posting:

Void the check. It may also be necessary to Purge the check. Click here for instructions on how to Purge the check or for more information on how to determine if a check should be purged.

Open the invoice record.

Select the Invoice tab.

Verify the Status is Pending. If it is Approved, change it back to Pending.

Select the GL Distribution tab.

Enter the new amount and distribution, and save the invoice.

OR

Post invoice and check, then refer to the steps below for paid, posted invoices.

If the invoice is paid and posted: Note: You do not need to void the check to only update the invoice distribution. If the check is not voided, the check distribution will not be updated when adjusting the invoice distribution.

Void and Purge the check. (Voiding and Purging is only necessary if the credit distribution of the invoice is being adjusted, if only adjusting the debit distribution then continue to step 2)

In Records, Invoices, open the invoice record.

Click Invoice, New Adjustment from the menu bar.

Enter the Adjustment date, New transaction amount (this can be the same), Adjustment post date, Reason and any applicable Notes.

Select the GL Distribution tab and update the distribution, if appropriate.Note: To add a transaction attribute, click in the amount field and then click Attributes.

Click OK and then save and close the invoice.

Print the check using the same check number to blank paper or an electronic format such as PDF if it is configured on your system.Note: Four adjusting transactions are created: two reversing the original entries and two posting the adjusted entries.